# Client onboarding checklist

From "yes" to "work starts" in one clean path. Every box closes a door that usually lets scope creep or late payment in. Copy it into Notion, your project tool, or a doc per client.

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## Before you say yes (discovery)
- [ ] Ran the **red-flag check** (`red-flag-client-checklist.md`). Score under 4, or a plan for each flag.
- [ ] Asked: "What does success look like, and by when?" Wrote down the answer in their words.
- [ ] Asked: "Who else needs to approve this?" Got the names of all decision-makers.
- [ ] Asked: "What's the budget range you're working with?" (Ask on the call, not after the proposal.)
- [ ] Asked: "How do invoices get paid at your company? Do you need a PO or vendor form?"
- [ ] Confirmed the client's **legal company name, registered address, VAT/tax ID** if needed.

## Proposal & contract
- [ ] Priced with the calculator. Every package is **above your floor rate**.
- [ ] Proposal sent with 3 packages, exclusions list, and a 14-day expiry.
- [ ] Contract includes at minimum: payment terms, deposit, revisions definition, change orders, kill fee, IP on full payment, late fees, pause for non-payment, termination (clause library 1–10).
- [ ] Contract meets any local freelancer-law requirements above the threshold (e.g. New York $800+, California $250+ for certain services, Illinois $500+). Check your local rules.
- [ ] Contract **signed by both parties** (e-signature is fine). Saved as PDF in the client folder.

## Money set up
- [ ] Deposit invoice sent the same day as signature. Clear due date, payment link included.
- [ ] Billing contact + accounts payable email saved (not just your day-to-day contact).
- [ ] PO number / vendor registration done if required, **before** the first invoice.
- [ ] All milestone invoices pre-scheduled in your invoicing tool with reminders on.
- [ ] Calendar reminders set: Day −3 heads-up for each invoice (Step 0 of the late payment sequence).
- [ ] Currency, VAT/sales tax and transfer fees agreed (who pays conversion fees).

## Kickoff
- [ ] **Work starts only after the deposit lands.** (Not when it's "on its way".)
- [ ] Kickoff call held. Recap email sent within 24 hours: goals, deliverables, dates, who approves, feedback process.
- [ ] Shared the "how we work" rules in writing:
  - [ ] Feedback = one consolidated list per round, within [5] business days
  - [ ] Main channel: [email / Slack]. Response time: [1 business day]
  - [ ] Office hours: [e.g. Mon–Fri, 9–6 CET]
  - [ ] Extra requests get a quick written quote before work starts
- [ ] Client assets received: logins, brand files, content, access. Missing items listed with due dates.
- [ ] Client folder set up: `/contract`, `/invoices`, `/assets`, `/deliverables`, `/approvals`.

## During the project
- [ ] Every approval saved (screenshot or email) in `/approvals`. These are your evidence for scope and payment.
- [ ] New requests run through **Scope Guard** before you reply.
- [ ] Weekly 3-line update: done / next / need from you.
- [ ] Milestone invoices sent the **same day** the milestone is approved.

## Handover
- [ ] Final invoice paid **before** final files, source files or admin access are transferred.
- [ ] Handover pack sent: files, logins, short how-to video, licenses list.
- [ ] Asked for a testimonial within 7 days of delivery, while the result is fresh.
- [ ] Asked: "Is there anything else on your roadmap I can help with?" (Your next project or retainer.)
- [ ] Added a 90-day check-in to your calendar.

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**Made by Dan Shipped — @danshipped.** Part of the Freelancer Money Kit. Not legal advice. Check your local rules.